Post-Construction Manual

1 0039. Post-Construction Manual Guidelines for the Review, Preparation, and Submittal of Final Estimates Office of the State construction Engineer (December 2016). Governance Document Post-Construction Manual November 2009. Abbreviations and Acronyms ACE Area construction Engineer CAE Contract Administration Engineer (Central Office). CD construction Division (Central Office). CM construction Manager CPE Contractor Performance Evaluation DA District Administrator DBE Disadvantaged Business Enterprise DCE District construction Engineer DCM District Contract Manager DCRM District Civil Rights Manager DWR Daily Work Report FHWA Federal Highway Administration FO Federal Oversight FOIA Freedom of Information Act MOI-MD Manual of Instructions Materials Division NOI Notice of Intent (to file a Claim).

2 OAG Office of the Attorney General PCM post construction Manual PI Project Inspector SCE State construction Engineer SME State Materials Engineer SMART Site Manager Access Reporting Tool1. SP Special Provision SPCN Special Provision Copied Note SS Supplemental Specification VDOT Virginia Department of Transportation 1. 1. Contents ABBREVIATIONS AND ACRONYMS .. 1. INTRODUCTION/OVERVIEW .. 3. post construction FLOW CHART construction PHASE ONLY .. 4. TERMS USED IN THIS Manual .. 5. PRE-FINAL PROJECT REVIEWS .. 5. AFTER FINAL PROJECT ACCEPTANCE .. 5. AREA construction OFFICE PROJECT PERSONNEL .. 6. PRIMARY PROCEDURES OF THE PI .. 6. PRIMARY PROCEDURES OF THE CM .. 6. PRIMARY PROCEDURES OF THE ACE.

3 7. PRIMARY PROCEDURES OF THE DISTRICT CIVIL RIGHTS OFFICE .. 7. DCM OFFICE .. 8. REVIEW AND ESTIMATE PREPARATION PROCEDURES .. 8. SUBMISSION TO CENTRAL OFFICE .. 9. CD (CENTRAL OFFICE) PROCESS .. 11. DISTRIBUTION TO THE FISCAL 12. DISTRIBUTION TO CENTRAL FILE .. 12. APPENDICES .. 14. APPENDIX 1 - Pre Project Acceptance - construction Activities that will Facilitate Finals Acceptance .. 14. APPENDIX 2 As-Built Drawings .. 15. APPENDIX 3 - Procedures for Checking Individual Pay Items .. 17. APPENDIX 4 - Procedures for Computing Final Quantity Excavation by Data Processing Methods .. 21. APPENDIX 5 - Procedures for the Review and Preparation of Bridge Finals .. 22. APPENDIX 6 - District Materials Engineer Review Procedures.

4 24. APPENDIX 7 - Regional Traffic Engineer Procedures for Recordkeeping .. 26. APPENDIX 8 - Materials Division Central Office Personnel .. 27. APPENDIX 9 - Internal Audit Division .. 28. APPENDIX 10 VDOT Records Retention System .. 29. APPENDIX 11 Hyperlinks to VDOT Fiscal Division Close-out .. 33. APPENDIX 12 Design-Build Close-out .. 34. APPENDIX 13 Guidelines to Final Audit 36. Reporting Levels of Accuracy: Based on a study and recommendations initiated by VDOT District construction Engineers, VDOT construction Engineer Mark Cacamis authorized effective May 6, 2011. that the level of accuracy for pay quantity items shall be recorded to units both for daily and final contract payments.

5 This applies to Imperial as well as Metric units. 2. Introduction/Overview Enclosed on the following pages is the December 2016 update to VDOT's PCM to include Guidelines for the Review, Preparation, and Submittal of Final Estimates The PCM shall not supersede any contract terms, or the Road and Bridge Specifications, but should be used as guidance and recommended best practices for defined VDOT close-out processes. The review and preparation of the project Final Estimate requires the coordinated effort of the Location and Design, construction , Fiscal, Internal Audit, Structure and Bridge, Civil Rights and Materials Divisions. However, it is the responsibility of the DA (or designee(s)) to utilize the local Regional and District Sections, led by the DCM in creating, completing, processing, and submitting the Final Estimate package to the CD.

6 The objective in preparing a Final Estimate is to determine that the records present a factual representation of the work performed by the contractor on a project. It is necessary to determine that all work was performed and paid for in accordance with the plans and specifications (including authorized changes), and that all required documentation is available and included in the Final Estimate package. It is the intent of these guidelines to establish uniformity in the review and preparation of each Final Estimate. As in every operation of this nature, there exists some variation in District operational procedures; however, these differences should not vary from the basic principle and flow as presented herein.

7 In certain instances, the nature of the project (complexity, size, or unusually large number of items included in the contract) will require some deviation from regular procedure in order to meet the date for final payment. Such deviations should occur only when the ACE determines procedures outlined herein will cause an untimely delay, and then they must be evaluated to assure that the validity of the Final Estimate will not be jeopardized. Any deviation from prescribed procedures must be documented and included in the project files. 3. post construction Flow Chart construction Phase Only 4. Terms Used in this Manual All terms used in this Manual shall be as defined by the VDOT Road and Bridge Specifications, or the applicable contract documents.

8 Where additional terms are used, the information below is intended to further define the term and provide supporting references, if available. 1. Audit: A review of the Post-Construction project records to determine whether or not sufficient documentation exists to certify payment for all work performed on a VDOT construction project. It is also to certify that the project documentation is complete and that the PI administered payment for all work in accordance with the contract and VDOT policies. 2. Change Order: Also referred to as a Work Order. Effective January 2014, Change Order is the official term. For additional information, see 3. Form C-5: Reporting Starting and Completion of projects.

9 4. Pay Item or Work Item: Contract items eligible for measurement & payment Pre-Final Project Reviews Time is always a critical factor in the preparation, review, and submittal of the Final Estimate as final payment is due within ninety (90) days after project acceptance from the contractor. It is essential that every effort is made to complete as much final accounting of completed contract items as soon as possible prior to VDOT's acceptance of the project. For long duration projects (generally more than 18 months), it is recommended that the Consultant, or VDOT, review the project records during construction , at a reasonable project milestone ( completion of a bridge, phase or a year-end point for multi-year on-call' contracts).

10 During construction , the reviewer should check all available records, to include the DWRs, materials notebook and asphalt adjustment worksheets. The reviewer should also check the records after the records are submitted to the DCM. This follow-up review should only be a check of any new information added to the records since the first review, and will include a final recommendation for the quantities to be paid by the Final Estimate. After Final Project Acceptance The ACE has the responsibility for the assembly, field review, verification, and submission of all required final project records as listed in these guidelines, including any additional information necessary for the proper computation or documentation of quantities.